Audit beginner Works with: Any AI

Tool Overlap and Cost Review

Table output Has example

Find duplicate tools and unused seats.

The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.

Review tools. List of tools with annual cost, number of seats, active users and purpose: [TOOL_LIST].

Calculate cost per active user, identify overlapping tools and unused seats, and estimate the saving from removing or consolidating, with arithmetic. Check contract renewal dates and notice periods.

Return a table and a decision for each tool: keep, reduce, merge or remove, with an owner.

Add a worked table: Tool A 1,200 a year, 10 seats, 4 active, cost per active user 300; Tool B 600 a year, 5 seats, 5 active, 120 per active user; Tool C overlaps with Tool A. Potential saving: removing 6 unused Tool A seats at 120 each is 720; merging C into A saves C's 480, total 1,200 a year. Notice periods: Tool C renews on 1 March with 60 days' notice. Decisions: reduce, keep, remove.

Add a short decision template: for each tool, write who uses it, which decision or task it supports, what would happen without it, the annual cost and a recommendation, signed off by the owner, so removals do not surprise the people who rely on them.

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Optional: type your details and the prompt above updates. Nothing is saved or sent.

Replace each bracketed placeholder with your own details, then paste into Any AI or another assistant.

Invented tools. Tool A: 1,200 a year, 10 seats, 4 active = 300 per active user. Tool B: 600, 5 seats, 5 active = 120. Tool C: 480, overlaps with A.
Savings: remove 6 unused A seats at 120 each = 720; merge C into A = 480. Total = 1,200 a year.
Notice: Tool C renews on 1 March with 60 days' notice, so decide by 1 January.
Decisions: A reduce; B keep; C remove. Owner sign-off required.
Record decisions in the tool register with the date and the owner who agreed.

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